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University of Rochester Sr Research Grants Coord, Public Health Sciences - 232138 in Rochester, New York

Sr Research Grants Coord, Public Health Sciences Job ID 232138

Location School of Medicine & Dentistry Full/Part Time Full-Time Favorite Job Regular/Temporary Regular Opening

Full Time 40 hours Grade 055 Public Health Sciences


General Purpose:

The Sr Research and Grants Coordinator serves at the senior professional level for Public Health Sciences, a multidisciplinary group of over 25 primary faculty. Under general guidance and with considerable latitude for independent judgment, reporting to the Departmental Administrator.

The Sr Research and Grants Coordinator will be responsible for administration and management of research and training activities, which include federally-funded, state and foundation training and research grants and contracts, funded by National Institutes of Health (NIH), Centers for Disease Control (CDC), New York State (NYS), foundations, industry-sponsored clinical trials, and others. The Coordinator's duties are dependent on specialized knowledge of agency-specific policies, agency-specific software and procedures related to electronic submission, Uniform Guidance, HIPAA, Human Subjects Protection, and UR policies and procedures across multiple departments and disciplines. Acts as a professional departmental point-of-contact for numerous internal University entities, including Office of Research and Project Administration (ORPA), Office of Research Accounting and Costing Standards (ORACS), Audit, Office of Counsel, Clinical and Translational Science Institute (CTSI), International Services Office, UR Ventures, Center for Integrated Research Computing (CIRC), among others. Maintaining positive and effective working relationships is paramount for this role.

Specific Responsibilities:

Research Administration 35%

  • Functional roles include the preparation of budgets, fiscal monitoring, procurement, and other electronic and paper transaction documents, signature authority if delegated in writing by the Principal Investigator, liaison with ORPA and ORACS, and other functional roles for sponsored programs.

  • Pre-award fiscal and regulatory duties: Budget preparation (including subcontracts). Review of proposals, to assure compliance with submission requirements. Entry and submission of proposals in the University’s IORA system.

  • Post-award fiscal and other duties: Directs Staff Accountant who performs financial monitoring of ledgers, documents and resolution of errors. Completion of progress reports and other reporting requirements. Functions as Divisional lead in setting up sub-contracts, consultant agreements, and data use agreements, in support of sponsored research. Process change orders and amendments as needed, including through the IORA system.

  • Monitors royalties paid as a result of licensed inventions.

  • Closeout fiscal and other duties: Provides and reviews financial reports provided by ORACS. Coordinates and assists principal investigators with close out of research and training grants with special attention to accurate and timely completion of Report of Expenditures, Final Progress Reports, and Invention Statements. Works closely with Department Grants Administrator, ORPA, ORACS, and PERC.

  • To support Chair’s data-driven decision making, provides data reports and evaluation metrics to track and assess performance of sponsored project funding, including development and maintenance of a comprehensive database.

Manages and coordinates research grants/activities: 30%

  • Coordinates submission of Just-in-Time information for pending awards.

  • Coordinates the preparation and submission of annual (or quarterly) progress reports and project renewal applications.

  • Reviews and provides consultation to PIs and Coordinator on appropriate data safety and monitoring procedures, including the various RSRB/IRB requirements regarding subject safety, data management, and confidentiality with prospective investigators. Oversees the documentation and tracking of specific processes that each study adheres to and maintains a detailed log of all activities.

  • Provides expert advice to PIs and Coordinators on the submission of IRB applications, amendments and related documents. Reviews consent forms and consent form revisions and assures that University mandated language related to injury and indemnification, confidentiality and HIPAA authorization is included as required.

  • Works with PIs and Coordinator to ensure proper preparation and submission of applications to the Institutional Review Board (IRB)/Privacy Board for approval of research databases; waivers of Health Insurance Portability and Accountability Act (HIPAA) Authorization; researcher certification for reviews preparatory to Research; Researcher Certification for PHI of Decedents; Notification of creation of limited data set; Limited Data Set Certification; and Data Use Agreements. (DUAs), Material Transfer Agreements.

  • Works with research staff to ensure that research subject incentive procedures are implemented in accordance with IRB-approved study protocols, UR petty cash policies, and Research Accounting directives. Monitors subject logs and related documentation to assure compliance with IRS guidelines. Serves as bank “gatekeeper” for gift card management and approvals, or other similar role as processes evolve. Liaises with SMD Finance regarding gift card process to facilitate coordinator use of the online system.

  • Evaluates level of risk associated with research protocols and assures that project staff and faculty complete required human subjects protection training based on level of risk.

  • Ensures timely registration of clinical trials with ICMJE-approved registry to assure that study results are publishable in prominent peer-reviewed journals.

  • Advises investigators on format and content of conflict-of-interest management plans and ensures that management plans are routed through the appropriate institutional approval process.

  • Provides ongoing review of technology/property exchange and countries involved in research projects to determine if research falls outside the Fundamental Research Exclusion. Advises PIs and ORPA if export control laws may apply.

  • Oversees record retention procedures to assure that sponsor requirements are met.

Serves as liaison between funding organizations, IRBs, investigators, sub­ contractors, and numerous internal Departments/Cost Centers 15%

  • Facilitates communication between external funding sources, Executive and External Advisory committee members, ORPA, and current/prospective Faculty and Principal Investigators.

  • Communicates directly with program officers at funding agencies (NIH, CDC, etc.) to clarify Requests for Proposals /Program Announcement guidelines, submission requirements, Post-Graduate Year (PGY) levels of trainees, funding constraints specific to individual Institutes.

  • Communicates directly with representatives from Medicare/Medicaid Services (previously the Federal Government's Health Care Financing Administration) regarding the disposition of data sets acquired through Data Use Agreements with the government.

  • Works with institutions, organizations and government agencies (foreign and domestic) to set up consultant agreements, sub-contracts, and data use agreements.

  • Participates in developing strategic plans for various program areas, oversees the overall implementation of new funding proposals; assists in the overall planning, determines and communicates specific grant application needs and requirements; and oversees the preparation of grants.

  • Works with University Cost Centers, such as Biostats Consulting Service, Qualitative and Mixed Methods Research Center, CTSI Bioinformatics and others.

  • Interfaces with the Privacy Office (HIPAA waivers), UR Ventures (study inventions and intellectual property), Office of Audit (directed audits of department sponsored research), Office of University Counsel (retrieval of archived study files for litigation), ORPA, ORACS, PERC, Conflict of Interest Management Committee, Office of Clinical Research.

  • Functions as PI surrogate (with approval) in sponsors' online grants management systems, such as NIH's Electronic Research Administration (eRA) Commons.

  • Prepares and presents in-service training for faculty and staff to keep them apprised of regulations, policies, and procedures which affect the conduct of research programs.

  • Manages Data Use Agreements (DUAs) residing with faculty in PHS, including the initial application, renewal, amendment, reuse and closeout processes; oversees registration of DUAs with the Office of Materials Transfer, ORPA and Privacy Office; works closely with Staff Accountant to ensure payments are processed in a timely manner.

General/Departmental Administration 10%

  • Recruits, trains and supervises Staff Accountant and student employees, including disciplinary action, performance appraisals, advocating on behalf of the team, mediation with team and faculty or chair.

  • Obtains and maintains Continuous Learning for Administrators of Sponsored Programs (CLASP) certification by meeting continuous learning requirements by attending regular monthly meetings, electives and Annual CLASP Update.

  • Participates in on-going training to stay abreast of compliance issues related to sponsored research.

  • Identifies training needs among faculty, staff and students; leads the development of training activities and communications.

  • Participates in regular meetings with PHS Chair, other Research Administration staff and Department Administrator to discuss and manage grant administration and compliance issues, policies and procedures.

  • Assumes other responsibilities within the department as necessary to support short­ term needs due to unexpected workloads.

  • Participate in National Council of University Research Administrators (NCURA) regional workshops; attends national meetings as appropriate

Regulation and Compliance 10%

  • Responsible for departmental implementation of Internal Controls; this includes proactively monitoring policy changes from the federal to the local level, anticipating potential impacts, and leading the development and implementation of changes in Departmental procedures for continuous adherence to current regulations.

  • Serves as lead, representing the Office of the Chair, for any and all audits that involve PHS Grants, Protocols, Data, or PHS Primary Faculty as PD/Pl. This includes post audit design, implementation, and maintenance of any corrective action plans.

  • Oversees departmental compliance and timely completion of mandatory reporting (including, RSRS/IRB/WIRB, Conflict of Interest, etc.)

  • Serves as department expert on all regulatory matters and contractual agreements, as well as on resources available to faculty and staff within the institution.

Other projects and job duties as assigned.


  • Bachelor's degree with major coursework in social, technical or a related field and 5 years of related experience; or an equivalent combination of education and experience.

  • CLASP training and certification in research administration. Familiarity with the University's and external sponsor's guidelines pertaining to the conduct of research.

  • Ability to monitor and produce financial reports for principal investigator and sponsor.

  • Experience coordinating and managing multiple research projects.

  • Must be familiar with research design and research administration principals.

  • Strong proficiency with Windows, Microsoft Office, Excel spreadsheet analysis, databases, and Adobe are desirable.

  • Strong interpersonal, organizational, and communication skills, including written communication.

  • Strong analytical skills and ability to work as a member of a team.

    How To Apply

All applicants must apply online.

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